Funding overview and all of the forms
Types of funding available
- Merit funding: This funding comes from the BGSA Merit Fund pool. Funded events must be of interest and open to all BGS students. Merit requests are discussed in detail here.
- Discretionary funding: This funding comes from money allocated by BGSA to each graduate group, based on population. Funded events are specific to a particular graduate group or organization. Contact your graduate group representative to discuss use of these funds.
More
information on funding can be found in the bylaws of the constitution.
How to receive your funding
- Purchase Order (preferred): Use a Penn-approved vendor. A purchase order will be submitted directly to vendor, and no out of pocket expenses will be incurred by the requester.
- Reimbursement: Use an approved or non-approved vendor, pay out of pocket, and get reimbursed. You will not be reimbursed for taxes (University policy), and reimbursement may take up to 6 weeks.
***Note: all purchases of alcohol must be made in the state of Pennsylvania or they will not be eligible for reimbursement per University policy.
Timeline for funding requests
Before your event...
- ONE MONTH: Complete one of the following:
- Use our online submission system to submit your request for funding.
- Download and submit a request for merit funding form through email to Vice Chair of BGSA.
- Submit a request for merit funding form in person at the BGSA GA meeting one month before you would like the GA to vote on your request.
This gives the executive board time to approve the request and work with you on logistics of the event. Once the executive board approves the request, the GA will vote on it. More details on the merit request approval process can be found here.
***For graduate group discretionary funding, you only need to submit your description and budget to theprogram representative(s). The GA does not have to approve these events.
- TWO WEEKS: If you are using a purchase order, call the approved vendor and tell them you are with UPenn and would like to place an order, paid for by PO. Make sure they give you a document with the quote (total cost of the order).
- EIGHT BUSINESS DAYS: If you are using a purchase order, submit the following forms to the treasurer at least eight business days in advance of when you would like to use your money. Also send the quote document from the vendor to the treasurer. The treasurer will get back to you within a week with a PO number that you will give to the vendor.
- DAY OF THE EVENT: Save all receipts and make sure you have a sign-in sheet. If you are being reimbursed, the receipt must be itemized and indicate that and how you have paid.
After your event...
- ONE WEEK: Within a week of your event, submit the following to the treasurer:
- All original receipts
- Funding Request Form (reimbursements only)
- Do not include tax in the amount of your reimbursement request
- Statement of Business Form (reimbursements only)
- Fill in the highlighted areas.
- Please write your expected date of graduation for the end date of your term.
- C1 Form (reimbursements only)
- Please fill this form out electronically, except for your signature. Indicate your citizenship at the top, fill in the highlighted areas in Part I, and fill in all expenses/dates in their appropriate categories in the table in Part II.
- C1A Form (reimbursements only)
- If there were a lot of people at your event, you can just write "See attached sign-in sheet" under "Persons Entertained."
- If there were a lot of people at your event, you can just write "See attached sign-in sheet" under "Persons Entertained."
Approved Vendors:
Caterers
Supplies
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